Set up, edit or delete Rotating Meal Menus

You can use our Rotating Meal Menus functionality if you have rolling meal choices that change often, and want parents to be able to book which meal their child will have in advance through the parent Portal and Arbor App.

Rotating Meal Menus are only available in our Payments Plus package. If you'd like to upgrade, or for more information on Payments Plus, please contact your Account Manager at accountmanagers@arbor-education.com

Permissions

You'll need the Meals: Administer All Students permission to set up meal menus. If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.

 

Before setting up Meal Menus

First, decide whether you wish to charge all students for meals.

If you don't want to charge students, please follow our guidance here: Set up meals without using payments or having the Payments module

If you do, check:

  1. You have set up card payments in Arbor. If you want to enable payments to be made via card for Meals, you'll need to make sure you have already set up Card Payments in Arbor.
  2. Make sure there is a Customer Account type for meals in School > Payments > Setup > Customer Account Types, and that it's visible on the Parent Portal if you want guardians to be able to top up the account.
  3. Set starting balances to bring over any starting money from your previous meals management system: Creating Initial Account Balances
  4. Complete steps 1-5 of setting up your meals in Arbor: Setting Up Meals

Your setup will look like the below screenshot.

Screenshot_2022-08-25_at_15.39.20.png

 

When you follow the instructions below, the Regular Meal Choices option will no longer be there.

Screenshot_2022-08-25_at_15.40.16.png

 

Adding a Meal Menu

Follow the instructions below to set up your Meal Menu.

Step 1 - Set up the menu

Click on Meal Menus, then click the Add meal menu button.

image__9_.png

 

In the slide over, add the name for your menu - you might want to name it based on when it will be available, such as for the Autumn term, or if you're running a special seasonal meal.

Then choose how often you want the menu to repeat - you can select between 1, 2, 3 or 4-week menus.

Screenshot_2022-08-25_at_15.57.09.png

 

You'll then see your menu created.

Example_rotating_meals.png

Step 2 - Add your menu availability dates

Click into a meal menu to add the availability.

The Parent Portal Availability section allows you to control when this menu should be available from and to. It is not possible to have multiple menus within the same Meal that have overlapping dates.

Screenshot_2022-09-22_at_14.32.08.png

 

The "Meal choice cut-off time period" and "Meal choice cut-off time" fields work in tandem with each other, allowing you to control up until what point a parent can make a meal choice online via the Parent Portal or Arbor App.

You can select hours, days, or weeks, and a number. For example, if you set Meal choice cut-off time period to Days and Meal choice cut-off time to 2, parents will be able to make meal choices up until 2 days before the scheduled Meal Sitting starts.

Leave this section blank if you don't want to set a cut-off time for choices from parents, and allow them to choose right up until the meal starts.

Screenshot_2022-09-22_at_14.34.41.png

Step 3 - Add Provisions

Click on View meal menu to open your Meal Menu page, where you can see a tab for each week's menu if you've chosen a rotation other than one-week.

image__15_.png

 

Click +Add to add a new row for a new meal option. For each day, select what food choice or provision that option is, and a parent-friendly name that will appear in the Parent Portal and Arbor App. In the example below, you can see the vegetarian option is Pizza on Tuesdays and Burger on Wednesdays.

Top Tips:

  • You must add a label if you've added a provision, and vice versa
  • You are not able to add the same Provision more than once for a particular day

Once complete, click Save Changes and make sure you've completed the menu for each week.

image__16_.png

 

 

Viewing and logging meal choices

Once you've set up Meal Menus, you'll no longer have Regular Meal Choices for students. So that students are charged correctly with the right price, you'll need to make sure either that:

Screenshot_2022-09-22_at_15.03.37.png

 

What's next?

On the day of the meal, your meal registers will be automatically filled in once attendance is taken: Taking the meal register

You can report on your meals:

 

FAQ

Can parents view meal choices on the Parent Portal and Arbor App?

Guardians can view and edit their children's future meal choices until either:

  • the deadline your school sets for changing meal choices has passed.
  • the meal has taken place if you don't set a deadline.

Once the deadline passes or the meal has taken place, guardians cannot see past meal choices.  

Can we edit our Meal Menu once set up?
  • You can edit the Menu name if required at any point by clicking on Edit availability.
  • The Rotate every field is only editable until you set up your Provisions.

Screenshot_2022-10-20_at_15.13.59.png

 

Once the Menu available from date has past so your menu is active, you won't be able to edit the Provisions.

You'll need to edit the availability dates so that the start date is in the future to be able to edit your provisions.

Screenshot_2022-10-20_at_15.14.52.png

Can we delete a Meal Menu?

It is not possible for you to delete a Meal Menu once set up. You can either:

  • Changing the dates so it becomes a future Meal Menu.
  • Remove the dates and don't use it.
  • Contact the Arbor Support Team if supported by Arbor, or your Support Partner if not supported by Arbor to delete this for you. Please note that if the start date has passed, we will not be able to delete this for you.
I'm getting an error when setting up my Menu?

It is not possible to have multiple menus within the same Meal that have overlapping dates. If dates overlap within another Meal Menu, an error will be displayed when clicking Save Changes.

Screenshot_2022-09-22_at_14.34.09.png

Can we go back to not using Meal Menus?

When you follow the instructions below, the Regular Meal Choices option will no longer be there.

If you would like us to remove your Meal Menus to go back to using Meal Choices instead, please contact the Arbor Support Team if supported by Arbor, or your Support Partner if not supported by Arbor.

Screenshot_2022-08-25_at_15.40.16.png

 
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